Building Depth in Facilities Team
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Building Depth in Facilities
Chris Barron
Facilities Manager Faith Baptist Church Youngsville, NC
Discussing the opportunities within our teams to improve the overall function of
facilities work.
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Today’s Training Plan
• Discuss a Process for Evaluating Facilities– Assessment, Quantify, Adopt, Implement,
Control
• Diagram your current Facilities Ministries– List current status, possible opportunities for
improvement / training and begin plan to change
• Leave with list of possible improvements– Begin the plan to improve facilities depth
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Assessment
• What are my teams doing today?– Spiritually – is it consistent with mission/vision– Physically – can it be quantified / measured
• List them– Contracts, job descriptions / title, teams, etc.– What are you “not” doing?
• What could we be doing differently?– Gaps, cross training, insource vs outsource
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Assessment Examples
• Landscaper – 6 acres, $15K, $10K OoS work, contract with no detail.
• Pest Control Spraying / watering plants• Thermostats cost most Electrically• Pastors asking Volunteers to serve in
kitchen untrained• Largest financial liability for church• What requires the most rework
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Quantify
• Focus on Mission / Ministry Goals– Member involvement – Cross Functional Teams– Employee satisfaction / Opportunity for
advancement
• Look for measurable outcomes– Reduce sick time / reduce turn over rate– Improve work order completion time / improve
customer satisfaction– Reduce cost
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Quantifiable Examples
• Cost of internalizing the landscaper -storage shed, tools/equip, training, drivers license just to go get the gas
• Cost of current carpet cleaning company• Employee Efficiency (WO completion) -
Tool cart and radios • Energy Usage Reduced -Weekly
Thermostat check, lockable thermostats
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Adopt
• Change requires “Pre – Work”– Write Training / Write Procedures / Write
Contracts, get them reviewed / approved– Create Maps, checklist, calendar, schedule
• Sale the future change– Prepare others for coming changes– Budget – Create incentive
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Adoption Examples
• Wedding Coordinator– Reduce time the FM has to manage events
• Carpet Extractions– Equipment on hand always ready to use– Reduce cost of contractor– Improve quality of carpet overall
• Electrical Demand Reduction– Improve Thermostat Settings– HVAC start times / reduce cost
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Hands on Training
• Ensure a part of Job Description• Classroom (reading policies, etc.)• Observe (watch others)• Simulate (supervised )• Perform (on your own, checked behind)• Make Performance the new Norm• Be able to Train others / replacement
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Implement • Hire / Change Job Description
– Employee Reviews / Goals / cross train
• Train– Schedule / conduct training– Follow-up / Ensure training working– Make the change the new normal– Tie to rewards / Allow team members to train
• Negotiate– Look at all contracts and service level
agreements
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Implementation Examples
• PM schedules / new CMMS• Training – Vehicle Policy Improvement• Maps - Landscaping on campus – write
PMs to match landscaping map• Contract Re-negotiate / Implement Service
Level Agreements with measurements• Procedure for Wedding Coordinator /
Kitchen Director Training
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Initial PM Planning
• Map• Inventory• Investigate• Count• Inspect
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PM Code
Example
Code DescriptionW2-F W2-F Thermostat HVAC AdjustW3-G W3-G Mow, Trim, BlowW4-TP W4-TP Garbage Pick-UpW5-F W5-F Recycle Material RunM1-G M1-G Weeding / Weed KillM2-TP M2-TP Cardboard Pick-UpM3-V M3-V Inspect All Vehicles / Trailers / Plan (update) SA1-VM4-F M4-F Flush floor drainsM5-F M5-F Elevator Fire TestM6-F M6-F First Aid Kit Inventory / RestockM7-F M7-F Fire Extinguishers / Ansul System InspectionQ1-F Q1-F Pest / Insect Inspection / SprayQ2-F Q2-F HVAC AHU's - Inspect, Filter change, Clean coil as necessaryQ3-TP Q3-TP Elevator Test (Schindler)Q4-F Q4-F Exit SignsQ5-F Q5-F Emergency Lighting Test (for Lithonia ELM4)Q6-F Q6-F Paper Shredder MaintenanceQ7-C Q7-C Dry Erasers - CleaningSA1-C SA1-C Extract KT 1st Floor Carpets not NurserySA1-F SA1-F HVAC Semi-AnnuallySA1-G SA1-G Lawn Re-Seed, Aerate, FertilizerSA1-K SA1-K Ice Maker Inspect / CleanSA1-V SA1-V Vehicle / Trailer Oil Change / InspectSA2-C SA2-C Extract Nursery Carpets 3135,3145SA2-K SA2-K Griddle Inspection/CleanSA3-F SA3-F Inspect Storage AreasSA3-G SA3-G Check for any safety/broken issues regarding children's playgrounds.SA3-K SA3-K Convection Oven Inspect / CleanSA4-K SA4-K Coffee Systems De-Lime/Clean
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PMP Example
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Manual PM Binder Example
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Control
• Is it still working?• Did the outcome we hoped for happen?• Survey, Interview, buy-in, loose ends• Sale the change • Remember the People / Mission / Vision
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Controlling Examples
• Electrical Utility Data – tied to Demand charge and Usage Data affected by Degree Days, and Thermostat Programming.
• Annual Contract Review• Employee Performance Reviews• Large industries might us Loss Time
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What’s on your worksheet?
• Real Depth in Facilities is in people• Leadership and Controls you implement
including your example guide those people and affect attitudes
• Remember Jesus Example – spend time, have fellowships, write cards, love and set the example.